- Implementation of E-governance in various functioning of the institution
- Achieving efficiency in our functioning
- Promoting transparency and accountability
- Achieving paperless administration of the institution
- Facilitating online internal and external communication between various entities of the institution
- Providing easy access to information
- Making the institution visible globally
- In order to provide simpler and efficient system of governance within the institution, it is decided to adopt and implement e-governance in maximum activities of our functioning.
- The institution has already started with e-governance in some aspects of functioning like library, accounts, etc. But, now we have resolved to implement e-governance in many more areas and with this aim in view we have drafted this policy framework.
E-governance in following areas
For convenience purposes, the policy is divided into various areas of operation. These areas of operation are illustrative and the society reserves the right to implement e-governance even in the areas not enlisted herewith.
The website acts as a mirror of the college activities and information about all activities, important notices, etc that are made easily available to the outsiders. For this purpose, an IT Admin has been appointed by the Principal/Director. Existing staff and persons have been trained and identified to undertake the responsibility of website administration and updating the website at the college level.
2. Student Admission
The College has decided to process all admissions in online mode. This will cover admissions to all courses whether graduate, post graduate, diploma or autonomous courses. For this purpose, an arrangement can be entered into with a reputed banking company preferable HDFC Bank with whom the society/college maintains all its accounts. The Principal/Director is given the authority to take appropriate decisions and identify the persons responsible for implementation of this aspect of the policy.
For ease of maintaining accounts, the Institute can use Tally software. But, with new accounting methods and compliances, it has become necessary to procure other better softwares as well such cloud based solutions or a custom made software. Accordingly, requirements should be assessed by the Principal/Director by discussion with accountant and other accounts staff and accordingly new softwareâ€™s may be purchased. Appropriate security measures should be taken for maintaining confidentiality of the transactions. Training to the existing staff and updating of the existing softwareâ€™s must be done on timely basis.
We have the privilege of having well stocked Library. To continue with this legacy, we need to add more and more e-learning resources for the benefit of the teachers and students such as eBooks and External Libraries. Library is presently using a software for its internal working so as to utilize the library resources effectively. Similarly, newer e-learning resources like journals, etc should be identified and subscribed taking into account the recommendations of the respective Coordinators of every department. Recommendations of the teachers and students also needed to be taken into account while subscribing to these resources.
To provide a hassle free, convenient and cheap process, maximum of the administration of the Institute should be handled with ICT based technology. Facilities should be provided for online leave management of employees, e-copy of salary certificates, internal communication between the employees using e-mail, bonafide documents, experience certificates etc. Students also must be able to obtain maximum number of services like transfer certificates, bonafide certificates, checking attendance, downloading marksheets etc. in online mode.
6. Learning Management System (LMS)
Our college is already utilizing a dedicated learning management system based on Moodle. The learning management system (LMS) is a software application for the administration, documentation, tracking, reporting, and delivery of educational courses, training programs, or learning and development programs. At the moment it is being utilized to collect student feedbacks, collect assignments, give quizzes, conduct workshops, virtual classrooms and even be utilized for attendance. There is a need to have plagiarism checks of assignments submitted and all assignments should be taken on the LMS to allow for paperless and green initiatives.
It is now very imperative to handle examination in online manner. Filling of examination forms, revaluation forms, photocopy forms, obtaining hall tickets, receiving of examination papers, uploading of marks, etc. everything has to be done in online manner. Utmost secrecy and confidentiality needs to be maintained while handling examinations and work needs to be done utmost care and caution. College Examination Incharge needs to supervise the entire process of examination under the guidance of the Principal of the college.
In order to strengthen alumni interaction, a separate alumni portal should be started providing facilities like registration, information of college activities, prominent alumni, milestones achieved by alumni, feedback and many other aspects. For this purpose, a separate agreement can be entered into with the IT Admin and the Principal/Director and a separate alumni coordinator at the college level be appointed to take care of the entire activity.